Template for video project planning and documentation

A video camera filming a lecture

We’ve recently updated the document we use for planning and documenting individual video projects. I thought I’d upload it here for anyone else to use/adapt/improve. If you have any suggestions for improvements please let me know!

The document covers planning, shooting, editing, promoting and archiving a video. It is designed to be used by team members for whom video production may be a newly acquired skill and only part of their role. It would probably seem overly simplistic to a full-time video professional.

Screenshot of our video project documentIt is split into three sections.

1. Pre-production

This section includes basic contact information, shoot location, date and time. It ensures that the correct equipment is booked and available when needed. It also requires us to think through the purpose of the video, the potential audience and where we will use it. It forms a kind of storyboard.

This planning stage will usually involve the project lead from our web team, a department representative and relevant marketing officer(s).

2. Production

This is a checklist that covers mistakes we made when starting out. Making sure that the camera is set up appropriately and recording sound properly. Straightforward, but useful to have as a checklist as it’s easy to get distracted by what’s happening in front of you.

3. Post-production

This section looks at editing, publishing, promotion and archiving. It helps to ensure that the project is seen through to completion. There’s no point in spending a lot of time creating a video and then failing to maximise promotion of it.

Completed within 72 hours

Tying it all together is the important concept of completing the project within 72 hours. This is easy to disregard but its advantages are:

  • no buildup of videos waiting to be edited
  • projects can move quickly from editing to archiving – freeing up space on the hard drive
  • prevents us from overcommitting to video projects. If we can’t also find the time to edit it within 72 hours, then we don’t have the time to shoot it
  • recordings of events can be promoted while there is still interest
  • it is easier to track time spent on a project if it’s completed in a compact period


Web Manager for the College of Arts and Law at the University of Birmingham.

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